2.10. Customs Officer

Under the overall direction of the UNJLC Operations Coordinator, the incumbent will have the following responsibilities:

•  Analyse customs procedures of the countries bordering the crisis area and publish these procedures on the UNJLC website;

. If required, negotiate facilitation measures with national or local authorities; use documents published in FOM 6.3.01, 6.3.03 and 6.2.21.

•  Investigate application of customs procedures and determine shortcomings and bottlenecks;

. If required, make assessments of entry points, using the form in FOM 6.1.2

•  If required, visit UNJLC Satellites in surrounding countries, travel to all major border crossing points, and meet with Agencies and Local authorities to gain an understanding of local Customs policies and their application uniform or otherwise;

•  After re-entry, meet with the Central Customs authorities in the affected country to review existing customs regulations;

•  After re-entry, develop a survey form for monitoring local Customs by the UNJLC satellite offices;

•  Advise the UNJLC on main customs issues affecting humanitarian operations;

•  Elaborate and record the customs procedure(s) as implemented in the affected country;

•  Any other related activity as required.

2.11. SUPPLY AND WAREHOUSING OFFICER

2.11.1. RESPONSIBILITIES

The officer in charge of the Supply & Warehousing Section reports directly to Chief UNJLC or his/her deputy. He/she manages the ordering, receiving, compiling of inventory, storing, issuing and accounting of those relief commodities assigned for management by the UNJLC. In addition, he/she verifies, advises on and co-ordinates facilitation procedures for import/export of relief goods and personnel.

2.11.2. ACTIONS

•  Obtain information on warehousing needs and availability.

•  In case of shortages, propose sharing of facilities.

•  Identify potential locations for additional warehousing, storage and airfield staging.

•  Obtain copy of Lead Co-ordinating Agency Supply procedures.

•  Establish contact with local Customs authorities. Self-brief on country laws, documentation, procedures, costs, handling fees, and hours of operation of ports of entry. Use documents in Part 4 as needed.

•  Advise all Agencies and humanitarian bodies concerned of import/export procedures and restrictions.

•  With Lead Agency, verify contracts for warehouse space and equipment and recommend actions to hire local labour as necessary. Discuss procurement procedures for obtaining local supplies.

•  Develop a staff work schedule for the unit.

•  Establish locations, facilities, and equipment for receiving, compiling of inventory, storing, and issuing of supplies.

•  Set up ordering, inventory, issuing and tracking systems for team needs and relief supplies. Use standard forms and existing computer programmes (Chapter 4, "Forms and Documents") as needed. Use existing Commodity Tracking System (CTS) capacity. Procedures should include:

•  Warehouse ledgers (arrivals, issues).

•  Commodity losses and damage.

•  Stock reports (balance sheets, stock cards).

•  Releases from the warehouse (release order).

•  Pipeline reports (tracking from warehouse to distribution points).

•  Ensure that the above systems can provide fast and accurate information as to what is in storage at any one time and in what quantities.

•  Ensure use of Delivery Notes (Waybills) as appropriate.

•  Work closely with the Movement Control Section to ensure co-ordination of receipt and distribution of relief supplies.

•  Ensure the efficient and accurate receipt of all supplies at storage locations and supervise receipt documentation.

•  Take responsibility for both the quantity and quality control of supplies delivered to storage locations.

•  Prepare and submit stock inventories as requested.

•  Inspect storage facilities as needed to ensure that procedures for stacking, cleaning, and record-keeping are adhered to.

•  Review need for replacement parts, equipment and supplies. Provide information on stock levels and anticipated needs, and make requests through the chain of command.

•  Ensure that proper safety practices and standards are understood and observed.

•  Establish, maintain, and supervise an adequate security system for the warehouse facilities to prevent theft and damage to relief supplies.

•  Take necessary precautions to store and label medical, poisonous or hazardous materials in an appropriate manner.

•  Monitor the distribution system to ensure that relief supplies are delivered to the appropriate recipients.

•  Organise and file all relevant documentation.

2.11.3. DEMOBILISATION

•  In conjunction with the Lead Co-ordinating Agency, conclude all contracts (personnel and materials) and payments.

•  Make arrangements for disposition of remaining supplies with LEMA and Lead Co-ordinating Agency.

•  Ensure that equipment and supplies earmarked for return to their countries of origin are properly accounted for and prepared for shipment, including completion of customs documents.

•  Send appropriate documentation to Lead Co-ordinating Agency.

2.12 •  OFFICE ADMINISTRATOR

The Office Administrator will report to Operations Coordinator or Chief UNJLC as the case may be. He/she will:

•  Prepare and maintain an inventory of office equipment, including any issued to UNJLC satellite offices.

•  Ensure that all UNJLC staff are fully briefed on relevant administrative procedures.

•  Prepare staff TAs, assist staff to complete TECs, follow up processing and payment of TECs and assist staff to obtain advances of DSA.

•  Prepare travel itineraries for UNJLC staff, make bookings, initiate procedures for obtaining security clearances and visas.

•  Maintain accurate record (including cash registry or journal) of all expenditure from UNJLC funds on office expenses, staff emoluments and miscellaneous purchases.

•  Prepare payment vouchers and receipts as appropriate for all financial transactions.

•  Prepare necessary paperwork for recruitment and extensions of contract for consultants.

•  Supervise and co-ordinate work of locally employed admin clerk, drivers and cleaners;

•  S et up and maintain an appropriate filing system in the UNJLC administrative office;

•  Procure office stationery and other items;

•  Perform general secretarial duties in the UNJLC office;

•  Liaise as required with custodial agency and core UNJLC.

2.13. FIELD COORDINATOR (Satellite JLC)

2.13.1. RESPONSIBILITIES

•  A Field Coordinator will be assigned to manage each satellite JLC. He/she will report to the Operations Coordinator or the Chief UNJLC and will normally operate from the premises of the local representative of Humanitarian Co-ordinator or the Resident Representative.

•  As the focal point for logistics information in the local region, the Field Co-ordinator will work in close co-ordination with representatives of participating Agencies as well as with any other humanitarian organisations undertaking logistics activities in the area.

2.13.2. ACTIONS

a. On Arrival

•  Meet with the highest UN Authority in the region and relevant local authorities.

•  Inform Agencies, OCHA, IOs, and NGOs of the UNJLC presence and TOR.

•  Determine reliable information sources such as local authorities, military entities, Agencies and other humanitarian organisations.

•  Agree coordination mechanisms on information collection and exchange procedures with OCHA/HIC (if deployed).

b. Ongoing Operations

•  Obtain information on local warehouse capacity, including that of Agencies and other humanitarian organisations. In case of shortages, propose sharing formulas.

•  Obtain information on:

•  Political sensitivities relating to the affected country; security situation; and any potential evacuation strategy.

•  Type of logistics support required and available assets.

•  General road and railroad conditions.

•  Situation and facilities at nearest airfield (ATC, security, ground handling, fuel etc). Pass this information, up-dated as required, to the Air Operations Cell at UNJLC ( Main ).

•  Location of any hazardous or impassable areas, bottlenecks, etc.

•  Availability of fuel for trucks and other vehicles.

•  Consolidate and distribute all available logistical information to local representatives of humanitarian organisations.

•  Note procedures for importing commodities and other material into the area. Negotiate facilitation measures and advise all agencies and humanitarian bodies of local practices.

•  Verify contracts and conditions for warehouse space and equipment and recommend actions to hire local labour as necessary. Discuss procurement procedures for obtaining local supplies.

•  Conduct assessment of port, railroad and storage facilities in local area. Recommend any necessary repairs and improvements.

•  Liaise with Air Operations Cell in UNJLC ( Main ) to obtain schedule of humanitarian flights into local airfield.

•  To extent possible, ensure local representatives of Agencies, NGOs and other bodies are kept informed of the humanitarian flight schedule. Liaise with these Agencies, NGOs etc to ensure that arrangements are made in good time to offload and receive incoming cargo and/or passengers.

•  Report regularly to UNJLC ( Main ) using format at FOM 6.1.10. The frequency of these reports will be determined by Chief UNJLC.

•  Send daily Sitreps to UNJLC ( Main ) if and when the situation requires.

•  Issue weekly delivery and pipeline reports, and weekly dispatch plans, to UN Agencies and other relevant authorities.

•  Act as UN focal point for all logistics matters in the local area, vis-à-vis humanitarian organisations, government entities and Donors.

•  As required, advise UN Agencies, NGOs, ICRC etc on all relevant logistics matters.

•  Manage the UNJLC satellite office, supervise local UNJLC staff and perform all necessary administrative and financial duties. Maintain accurate record of all expenditure.

•  Plan dispatch schedules for road convoys.

•  If needed assist in management of truck fleet in co-ordination with lead agency.

•  Liaise closely with adjacent Satellite UNJLCs.

•  Liaise with UNJLC appointed CMCoord officers and CMCoord staffs of local military authorities.

2.14. CIVIL-MILITARY LOGISTICS (CMLog) COORDINATION OFFICER

2.14.1. GENERAL

 CMLog officers may be assigned to UNJLC functions at various levels and locations and with differing responsibilities. Civil-Military Logistics Coordination duties in military HQs may be done by military staff, but Civil-Military Coordination staff in UNJLC field posts will invariably be civilian. UNJLC CMLog offices will act as advisors to the humanitarian community on the availability and use of MCDA. UNJLC CMLog officers in military HQs will mainly act as advisors to commanders on humanitarian priorities, movements and requirements for MCDA support.

2.14.2. CIVIL-MILITARY COORDINATION WITHIN UNJLC

 CMLog officers will report to the Chief UNJLC, Operations Coordinator or Field Coordinator as the case may be. In some cases, the CMLog officer will be assigned as Field Coordinator in which case, he/she will fulfil both functions described in paragraphs 2.13 and 2.14.2. The role of CMLog officers is to:  

• Establish and maintain contact with OCHA CMCoord officers in the crisis area, if deployed, to synchronise operational civil-military interaction with ongoing activities and existing guidelines;

• Establish and maintain contact with civilian humanitarian actors in the designated area of responsibility and serve as an information channel for bringing their concerns to the attention of the military authorities;

• Establish and maintain contact with appropriate military counterparts and ensure mutual exchange of information on relevant humanitarian assistance issues;

• Advise local military authorities on humanitarian operational coordination mechanisms;

• Assure that the principles and guidelines as laid out in the “Guidelines on the Use of Military and Civil Defence Assets” (FOM 6.5.6 and FOM 6.5.7) are properly adhered to;

• Coordinate requests and use of Military and Civil Defence Assets (MCDA) for supporting humanitarian operations;

• Advise and support the local Field Coordinator, and any UNJLC logistics and air operations personnel deployed in the area of responsibility, on all issues concerning civil-military relations;

• Advise and support UN security personnel on security issues affecting civil-military relations;

• Establish (if appropriate) an information exchange forum for stakeholders and interested parties in civil-military logistics activities;

• In conjunction with specialist staff in UNJLC (e.g. Air Operations) prepare or assist with submission of formal Requests for Assistance (RFAs) for use of MCDA;

• If operating in the field, submit regular reports to UNJLC ( Main ) on ongoing civil-military activities, and the overall situation relating to civil-military relations in the area of responsibility;

• If operating in the field, provide inputs to strategic and policy processes, and to UNJLC Sitreps prepared by the Field Coordinator;

• Participate in and report on local meetings pertinent to civil-military relations;
  
• Undertake any other tasks requiring interaction between civilian and military actors in the area of responsibility.  

2.14.3. CIVIL-MILITARY LOGISTICS COORDINATION WITHING MILITARY HQ

 a. Context

•   UNJLC CMLog or other liaison officers assigned to a military HQ should arrange to be introduced to the Commander and senior staff as soon as possible after arrival so that they can explain their role and TOR. UNJLC staff assigned to major military HQs should have sufficient status (equivalent to Colonel or above) to deal on equal terms with their POCs and to emphasize the importance that the UN attaches to its representation at that HQ.
  
• As representatives of the UNJLC, these officers frequently provide the vital link needed for effective co-ordination of humanitarian logistic operations with military activities. It is therefore most important that they possess the requisite language skills as well as a sound working knowledge of the doctrine, capabilities, procedures and culture of the organizations concerned. The responsibilities outlined below provide guidance for UNJLC CMLog officers assigned to military HQs.

 b. Responsibilities before Departure

Before departure CMLog officers should be thoroughly briefed on the current situation and Chief UNJLC’s objectives. He/she should be fully conversant with the UNLC concept of operations, locations, manning and any special logistics considerations. Additionally, UNJLC CMLog officers should obtain:

• Briefing on command relationships and key players in major military formations participating in the operation;
  
• Details of any specific liaison requirements from individual UNJLC offices and relevant UN Agencies;
  
• Personal communications equipment (laptop, mobile telephone etc);

• UN Laissez Passer and any other necessary credentials;

• Map of crisis area, showing location of UNJLC (Main), satellite JLCs, major airfields and seaports.

c. Responsibilities on Arrival

On arrival at the military HQ, the UNJLC CMLog should:

• Contact the Commander's office to request a courtesy call on the Commander or Chief of Staff;
  
• At this first meeting with the Commander or Chief of Staff, show credentials, explain the Liaison Officer's duties and responsibilities and be prepared to brief on the UNJLC’s role and organization;

• Confirm office allocation and arrange access to fixed telephone, fax and e-mail. Notify co-ordinates (including mobile telephone number) to UNJLC (Main) and other organizations as required;

• Visit all relevant staff officers within the HQ (as authorised by the Commander) exchange information as required and report full details of initial contacts to Chief UNJLC.

 d. Ongoing Responsibilities

The UNJLC CMLog will:

• Establish and maintain contact with other liaison officers assigned to the HQ by UN Agencies or actors involved in the relief operation;

• Ensure that he/she remains fully briefed on UNJLC activities and humanitarian operations within the crisis area. Up-date Commander or Chief of Staff (via military POC) as necessary;

• Inform Commander or Chief of Staff (via military POC) of any significant problems being experienced by CMCoord or liaison officers in other locations. If possible, suggest ways in which such problems could be alleviated;

• Notify UNJLC ( Main ) of daily schedule to ensure that location of CMCoord or liaison officer is always known. Ensure that he/she can be contacted at all times by military POC and/or Chief UNJLC;

• Attend HQ briefings and military meetings related to humanitarian assistance. Represent UNJLC at regular meetings of relevant working groups;

• Submit comprehensive Sitreps to Chief UNJLC with copies to other staff officers in UNJLC ( Main ) and UNJLC (Core). These reports should be sent at least once per week or more frequently if so required by Chief UNJLC;

• Maintain an accurate record of all actions and reports;

• Accomplish duties and responsibilities without interfering with the work of the HQ;

• Report promptly to Chief UNJLC if unable to accomplish the liaison duties.

e. End of Duty Responsibilities

•  Prepare comprehensive hand-over brief for successor (if any) and introduce him/her to Commander, Chief of Staff and military POCs. If no successor is appointed, brief any UN liaison officers remaining in the HQ on any ongoing issues requiring their attention.
  
• Submit comprehensive end-of-duty report to Chief UNJLC.

2.14. LIAISON OFFICERS (LNOs)

2.14.1. General

General During large-scale sudden onset emergencies, the provision of spontaneous assistance , including MCDA, may be overwhelming and it is a challenge how to adequately address the pressing humanitarian needs using the capabilities at hand. Within this context, in particular during large-scale sudden onset emergencies, the deployment within the humanitarian civil structures of liaison officers from MCDA contributing countries is extremely useful to ensure sound advice on the use and gradual replacement of the military capabilities as well as proper coordination during both, the relief phase and the transition from relief to rehabilitation.

2.14.2. Accountabilities

The Liaison Officers within the UNJLC will report to the Chief UNJLC through a Senior LNO if present and will:
- Advise his/her military commander’s forces in the crisis area of international humanitarian coordination mechanisms;
- Maintain contact with his/her military commanders and ensure mutual exchange of information about ongoing humanitarian assistance issues;
- Participate in work groups, meetings and consultations with other UN agencies and humanitarian partners
- Obtain information on humanitarian needs and the plans to address these needs;
- Obtain information on shortages of assets and capabilities to address these needs, in particular with regard to infrastructure, equipment and transport capabilities;
- Obtain information on logistics bottlenecks and ways to address these;
- Act as advisors to the humanitarian community on the availability and capabilities of the assets which can provided by their governments;
- Recommend ways to address Requests for Assistance (RFAs);
- Pursue the compliance with relevant RFAs;
- Analyse and report on any major accomplishments and progress;
- Provide information on assessments, pictures, satellite imagery, etc. on logistics infrastructure which can be obtained through national channels;
- Address any other request for information, if required.
If a Senior LNO (Civ or Mil) or CMCoord officer have been appointed to a UN body, the NLO will coordinate with them in order to avoid redundancy.

2.14.3. Responsibilities before Departure

- The LNO should be thoroughly briefed on the current situation.
- If possible, he/she should get in touch with the (Local) Head of the UN Agency, in order to find out about the TOR and ETA.
- He/she should be fully conversant with the UN body’s concept of operation.
- Before departure, the LNO should be briefed on command relationship.
- The NLN should also obtain details of any specific liaison requirements from individual UN offices and/or –Agencies, as well as personal communications equipment (laptop, mobile telephone,…), UN laissez-passer and any other necessary credentials and maps of the crisis area.
- The LNO may be detached to a adjacent Satellite UNJLC if the centre of gravity will be shifting

2.14.4. Responsibilities on Arrival in the Crisis Area

- On arrival, the LNO should contact the (Local) Head of the UN Agency where he will be appointed.
- Start the in processing, arrange access to fixed telephone, fax and e-mail, security/access badge and all other arrangements as required by the agency.
- Visit all relevant staff personnel within the organization as well as outside of it, exchange information as required and report full details of initial contacts to the (Local)Head of the UN Agency

2.14.5. Ongoing Responsibilities

- Establish and maintain contacts with other liaison officers assigned to the UN Agency or actors involved in the relief operation.
- Ensure that he/she remains fully briefed on the UN Agency’s activities and humanitarian operations within the crisis area. Up-date (Local) Head of UN Agency as necessary.
- Inform the (Local) Head of the UN Agency and all other relevant staff personnel of any significant problems being experienced by CM Coord or liaison officers in other locations. If possible, suggest ways in which such problems could be alleviated.
- Notify the Agency of daily schedule to ensure that location of the NLO is always known. Ensure that he/she can be contacted at all times by military and or civilian staff personnel of the Agency.
- Attend briefings and meetings related to humanitarian assistance. Represent the Agency at regular meetings of relevant working group as required.
- Submit comprehensive SITREPs to the (Local) Head of the Agency, national or international military staff and all other relevant personnel on a frequency as agreed.
- Maintain an accurate record of all actions and reports.
- Accomplish duties and responsibilities without interfering with the work of the Agency or other personnel.
- Report promptly to the (Local) Head of the Agency if unable to accomplish the liaison duties.

2.14.6. End of Duty responsibilities

- Prepare comprehensive hand-over brief for successor (if any) and introduce him/her to all relevant personnel whether military or civilian.
- If no successor is appointed, brief any UN liaison officer remaining in the HQ on any ongoing issues requiring their attention.
- Submit comprehensive end-of-duty report to all military and/or civilian authorities as required.